Administration Manager - Europe

Role Overview

We are currently recruiting for an Administration Manager - Europe. This is a great opportunity for someone with previous experience in managing teams across different countries to lead a busy team in the growing Geospatial Industry. The successful applicant will be reporting to the Chief Staff for Europe. There will be the opportunity for hybrid working, but regular attendance at the office will be necessary as well as being able to travel as needed to other offices.  

The Administration Manager – Europe leads day-to-day administrative operations across our offices, ensuring a consistently excellent workplace experience, compliant processes, and efficient support for the business. This role will establish common standards and drive improvements in office management, facilities, vendor contracts, and executive support across multiple countries. It will also coach and manage a distributed admin team to deliver high-quality service in each location. The Administration Manager - Europe acts as the operational backbone linking people, systems, and processes across Europe, while adapting to local regulatory requirements (e.g. GDPR, health & safety) in each jurisdiction.

This position is critical in building a scalable, unified administrative model for our overall business, transitioning in time from localized, site-based teams to a connected regional network. The Administration Manager - Europe will work closely with country office leads and the leadership team to ensure consistency, compliance, and a positive employee experience across all offices. Success in this role will mean well-run, safe and efficient workplaces, satisfied internal stakeholders, and measurable improvements in cost control and service levels.

Key Tasks and Responsibilities

• Regional Operations & Standards: Design, implement, and maintain common administrative policies, playbooks, and service SLAs across multiple locations (covering office services, reception, travel & expenses, etc.). Harmonize and continuously improve processes across countries while adapting for local regulations and practices. Establish a “Centre of Excellence” for admin procedures and knowledge sharing.
• Office & Facilities Management: Oversee day-to-day office services and facilities operations across all regional sites. Ensure each office’s reception, space planning, access control, and maintenance processes run smoothly. Coordinate facilities and EHS (Environment, Health & Safety) matters with local office leads, ensuring safe, secure, and well-maintained workplaces that meet all regulatory standards. Manage physical workspace projects such as space expansions, desk moves, or renovations in collaboration with IT and local teams.
• Vendor, Contract & Budget Oversight: Manage the portfolio of administrative vendors and service providers (e.g. office supplies, cleaning, security, catering, travel agencies, facilities maintenance contractors). Lead vendor selection, onboarding, and contract negotiations to ensure cost-effective, quality service. Monitor vendor performance and compliance with terms (SLAs, KPIs). Own the administrative OPEX budget – track spending, drive cost savings initiatives, and report on variances and forecasts monthly. Liaise with landlords/property management for office leases and facility needs.
• Providing a High Standard of Customer Service
  The Administration Manager is responsible for ensuring the administration team consistently provides a high standard of customer service to the business’s clients as well as internal and external stakeholders. This includes setting clear service expectations, monitoring performance, and fostering a culture of professionalism and responsiveness. The role requires proactive coordination, timely resolution of client requests, and continuous improvement of processes to enhance the client experience. By leading by example and equipping the team with the right tools and training, the manager will help build strong client relationships and reinforce the company’s reputation for reliability and excellence.
• Team Leadership and Development: Lead, coach, and develop a geographically distributed administration team across Europe. Set clear goals, service level targets, and standard operating procedures for the team. Foster a service-oriented team culture with effective workload management (queues, coverage plans) and clear escalation paths. Provide regular feedback and development opportunities to team members. Build an inclusive, motivated team that shares best practices and can flexibly support one another across locations. Ensure adequate training on systems, policies, and compliance for all admin staff.

Key Qualifications

• 5 years plus experience in running an office.
• Multi-Country Expertise across Europe desirable.
• Proven experience of working in a busy administration environment.
• Excellent written and oral communication, presentation and interpersonal skills.
• Excellent organisational and time management skills with the ability to prioritise and work to deadlines.
• Demonstrate ability to work in a team environment with changing priorities and time pressures.
• Discrete with a high level of integrity and trust with confidential information.
• Highly motivated with an ability to organise own workload and drive results and work independently.
• Excellent administration skills with a high level of accuracy and attention to detail.
• Proficient in MS Office (Excel, Word and PowerPoint).
• Ability to identify and propose improvements in efficiency to current Processes and procedures (Continuous Improvement)

Key Attributes

• Communication and Interpersonal Skills
• Leadership and Team Management
• Problem-Solving and Decision-Making
• Organizational and Time Management
• Adaptability and Flexibility
• Conflict Resolution and Negotiation
• Emotional Intelligence
• Attention to Detail and Precision
• Customer Service Orientation
• Change Management
• Advanced Office Software Proficiency
• Database Management
• Project Management Tools and Techniques
• Business Communication and Correspondence
• Facilities Management and Space Planning
• Supply Chain and Inventory Management